HomeMy WebLinkAboutStaff Report 6832
City of Palo Alto (ID # 6832)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 4/25/2016
City of Palo Alto Page 1
Summary Title: Approval of Amendment to Extend Contract with Finite
Matters Three Years
Title: Approval of an Amendment to Contract Number C1415788 with Finite
Matters to Increase the Contract Term by Three Years and $142,225 for a
Total Not-to-Exceed of $363,555 for Budget Publishing Software Services and
Support
From: City Manager
Lead Department: Administrative Services
Recommendation
Staff recommends that Council approve and authorize the City Manager or his designee to execute
Amendment No. 1 to Contract No. C14151788 with Finite Matters Ltd. (Contract) by increasing the term
by three years and the total compensation by $142,225 from $221,330 to $363,555 for budget
publication software for the annual operating, capital, and municipal fees budget documents.
(Attachment B.)
Executive Summary
The Office of Management and Budget (OMB) uses a software tool that compiles financial data, text,
and graphics into the final Capital, Operating, and Municipal Fees budget documents. This software is
the tool that currently pulls all these disparate data points enabling OMB to deliver these documents to
the City Council in a timely basis and continues to provide Council with documents that are visually
appealing. This amendment is needed to 1) continue improvements and integration efforts of the
budget process in the various systems and 2) maximize costly one-time implementation efforts through
maintaining this software tool for three additional years. This amendment allows staff to integrate this
production software with the new performance measure module in Questica. In addition, in prior years,
a number of critical integrations were not completed and additional professional services are necessary
to ensure the publication of the documents can be executed. Extending the contract by three years
ensures the implementation efforts integrating the publication software primarily to the budget system
are maximized through the life of the current budget system contract.
This amendment will increase the Finite Matters contract by $142,225 from $221,330 to $363,555 over
the life of the proposed extended contract ending December 2019 (compared to the current December
2016 term). Of the $142,225 increase, $70,000 reflects a one-time increase in the current year to
complete integration with new system modules and $72,225 to extend the contract for three additional
years (year 4: $23,835; year 5: 24,075; year 6: 24,315).
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Background
On December 16, 2013, the City Council approved a three year contract with Finite Matters Ltd. to
replace and purchase budget document publication software for the operating and capital budget
documents. This was completed as the City of Palo Alto previously used Component Publisher software
from Aleuron Systems which no longer provided support for its Component Publisher software and the
company is no longer in existence.
The City’s annual budget process starts in the preceding fall for the forthcoming fiscal year. The annual
proposed budget documents are released to the City Council in late April. The software allows OMB and
department staff to input/edit text for narrative, financial, and performance measurement information
in the budget documents; queries financial data to automatically compile and tabulate financial tables;
allows OMB staff to manage, change, and edit financial mapping, text, graphics, and photos; and
produce high-quality, bookmarked PDF budget documents for viewing on the City’s website.
Staff searched for an alternative software solution that compiles financial data, manages and
automatically formats text, and incorporates graphics throughout the budget documents. A Request for
Proposal (RFP) was issued on September 20, 2013 inviting professional service proposals for the Budget
Document Publication Software and three companies responded. The selection committee comprised
of City Staff from the OMB and Utilities Department. The committee reviewed all bids submitted and
scored on a variety of technical requirements, cost to the City, and references.
Although Finite Matters Ltd. was the highest priced proposal, after careful analysis, incorporating
feedback from staff, and contract/pricing negotiation, the committee selected Finite Matters Ltd. as the
most technically qualified professional firm that has submitted the most advantageous proposal to the
City. Finite Matters Ltd. has successfully provided database publishing system implementation and
support to a wide variety of customers, including many Federal, state, county and local government
agencies. The contract is for three years and provides additional support for setting up and publishing
the final adopted operating budget document, training, and configuring the operating and capital
budgets with the forthcoming new budgeting system.
The original contract was approved in the amount of $221,330 to be funded for three years in the City’s
Technology Fund including implementation and annual software maintenance. Currently in the third
year of the contract, staff has implemented a majority of this tool and the Operating, capital and
Municipal Fee budget documents publishing are all dependent on this tool. Beginning with the Fiscal
year 2015, annual budget documents have been produced through this tool.
Discussion
This amendment provides funding of $70,000 for additional one-time in nature work that is needed in
fiscal year 2016 to ensure a manageable workload for the Office of Management and Budget (OMB) to
successfully produce a comprehensive and complete operating and capital budget for fiscal year 2017.
This will make it possible for the OMB to update the current budget publication integration to include
additional customization of the publishing tool to guarantee full functionality and integration with
Questica, the City’s budgeting software. This additional funding will ensure the completion of the
automation of existing processes amongst various systems and programs and software tools, increasing
productivity within the organization as originally intended.
Additional work to include:
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- Alignment of production software with the new performance measures modules added to
Questica
- Alignment of the integration of production software with upgraded modules in Questica such as
the revised salary and benefits module
- Establish independent publishing report run parameters to ensure more independence of staff
from professional services assistance from Finite Matters in the long run. In addition allows for
more flexible book production in conjunction with the internal budget development timelines.
- Streamline the summary charts in the Capital Budget book, currently inputted manually outside
of the publishing software and publishing tools
- Correct publishing parameters for capital projects, currently completed by maintaining a manual
list of projects to be included in the book.
- Restructure the logic in the publishing software to correct for manual work arounds used in the
development of the FY16 Adopted Budget to ensure the accurate query of appropriate data
points including the cost center and general ledger accounts in the various financial tables in
both the operating and capital budgets.
These adjustments are necessary in order to ensure both Operating and Capital budget books are able
to be published by leveraging the existing both time and financial investments made in both the
publication and budgeting software systems to date.
A recommended three year contract amendment ($72,225 increase; approximately $24,000 annually)
maximizes the useful life of custom implementation efforts requiring both significant staff time and
financial support through utilizing this tool through the life of the current budget software solution
contract ending in 2019. Every organization and their financial structure and presentation has unique
elements. Staff has worked to customize the FiniteMatters software (PatternStream) during the initial
implementation and through the budget system upgrade implementation as well and integrated current
systems as well as this software tool to ensure publication of the peopled and adopted budget
documents is possible. This contract extension will sync the publication software contract with the
budget system contract term to ensure maximum value for the cost already incurred both contractually
and in staff time and resources. Annual costs include the annual software maintenance costs of
approximately $10,000 annually as well as 80 hours of support from FiniteMatters for issues that may
arise during the annual publication of the proposed budget documents and well as the adopted budget
documents. Therefore, staff recommends a three year contract extension of approximately $24,000
annually.
Resource Impact
This amendment will increase the Finite Matters contract by $142,225 from $221,330 to $363,555 over
the life of the proposed contract ending December 2019. Funds for this contract are available in the
City’s Technology Fund in the current fiscal year and are subject to the annual appropriation in
subsequent years.
Additional details can be found in Exhibit “C” Compensation of the contract terms.
BUDGET SCHEDULE NOT TO EXCEED AMOUNT
Original Contract: $221,330
Amendment 1:
Task 3 (Year 3) $ 70,000
Task 4 (Year 4) $ 23,835
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Task 5 (Year 5) $ 24,075
Task 6 (Year 6) $ 24,315
Amendment 1 Total Basic Services and
Reimbursable Expense
$142,225
Total Amended Not to Exceed Over Six Years $363,555
Environmental Review
These services do not constitute a project for the purposes of the California Environmental Quality Act.
Attachments:
Attachment A: Original Contract - C14151788 Finite Matters Ltd (PDF)
Attachment B: Contract Amendment - Finite Matters (PDF)
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ATTACHMENT A
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AMENDMENT NO. 1 TO CONTRACT NO. C14151788
BETWEEN THE CITY OF PALO ALTO AND
FINITE MATTERS LTD.
FOR PROFESSIONAL SERVICES
This Amendment No. 1 to Contract No. C14151788 (“Contract”) is entered into on
this 25 day of April, 2016, by and between the CITY OF PALO ALTO, a California chartered
municipal corporation (“CITY”), and FINITE MATTERS LTD., a Virginia corporation, located at
3064 River Road West, Goochland, Virginia, 23063, Telephone (804) 556-1180
(“CONSULTANT”).
R E C I T A L S
A. The Contract was entered into between the parties to replace existing budget
document publishing software.
B. The parties wish to amend the Contract.
NOW, THEREFORE, in consideration of the covenants, terms, conditions, and
provisions of this Amendment, the parties agree:
SECTION 1. Section 2 is hereby amended to read as follows:
“SECTION 2. TERM.
The term of this Agreement shall be from the date of its full execution through June
30, 2019 unless terminated earlier pursuant to Section 19 of this Agreement.”
SECTION 2. Section 4 is hereby amended to read as follows:
“SECTION 4. NOT TO EXCEED COMPENSATION. The compensation to be paid to
CONSULTANT for performance of the Services described in Exhibit “A”, including both payment
for professional services and reimbursable expenses, shall not exceed Three Hundred Sixty-Three
Thousand Five Hundred Fifty-Five Dollars ($363,555). The applicable rates and schedule of payment
are set out at Exhibit “C-1”, entitled “HOURLY RATE SCHEDULE,” which is attached to and
made a part of this Agreement.
Additional Services, if any, shall be authorized in accordance with and subject to the provisions
of Exhibit “C”. CONSULTANT shall not receive any compensation for Additional Services
performed without the prior written authorization of CITY. Additional Services shall mean any
work that is determined by CITY to be necessary for the proper completion of the Project, but
which is not included within the Scope of Services described at Exhibit “A”.”
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SECTION 3. The following exhibit(s) to the Contract is/are hereby amended to read
as set forth in the attachment(s) to this Amendment, which are incorporated in full by this reference:
a. Exhibit “C” entitled “COMPENSATION”.
SECTION 4. Except as herein modified, all other provisions of the Contract,
including any exhibits and subsequent amendments thereto, shall remain in full force and effect.
IN WITNESS WHEREOF, the parties have by their duly authorized representatives
executed this Amendment on the date first above written.
CITY OF PALO ALTO
City Manager
APPROVED AS TO FORM:
Senior Asst. City Attorney
Finite Matters Ltd.
President and CEO
Attachments:
EXHIBIT "C": COMPENSATION
DocuSign Envelope ID: CBFDD2CE-9C6F-4A02-B33E-4A2AA4B79B80
Ben Slone
3 Revision April 28, 2014
EXHIBIT “C”
COMPENSATION
The CITY agrees to compensate the CONSULTANT for professional services performed in
accordance with the terms and conditions of this Agreement based on the hourly rate schedule
attached as Exhibit C-1.
The compensation to be paid to CONSULTANT under this Agreement for all services
described in Exhibit “A” (“Services”) and reimbursable expenses shall not exceed $363,555.
CONSULTANT agrees to complete all Services, including reimbursable expenses, within this
amount. Any work performed or expenses incurred for which payment would result in a total
exceeding the maximum amount of compensation set forth herein shall be at no cost to the
CITY.
BUDGET SCHEDULE NOT TO EXCEED AMOUNT
Original Contract:
Task 1 (Year 1) $92,245
Task 2 (Year 2) $76,645
Task 3 (Year 3) $18,645
Sub-total Basic Services $187,535
Reimbursable Expense $33,795
Total Basic Services and
Reimbursable Expense
$221,330
Amendment 1:
Task 3 (Year 3) $70,000 ($88,645 total with $18,645 above)
Task 4 (Year 4) $23,835
Task 5 (Year 5) $24,075
Task 6 (Year 6) $24,315
Sub-total Basic Services $142,225
Reimbursable Expense $0
Total Basic Services and
Reimbursable Expense
$142,225
Total Amended Not to Exceed Over
Six Years
$363,555
REIMBURSABLE EXPENSES
The administrative, overhead, secretarial time or secretarial overtime, word processing,
photocopying, in-house printing, insurance and other ordinary business expenses are included
within the scope of payment for services and are not reimbursable expenses. CITY shall
reimburse CONSULTANT for the following reimbursable expenses at cost. Expenses for
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which CONSULTANT shall be reimbursed are:
A. Travel outside the San Francisco Bay area, including transportation and meals, will be
reimbursed at actual cost subject to the City of Palo Alto’s policy for reimbursement of travel
and meal expenses for City of Palo Alto employees.
B. Long distance telephone service charges, cellular phone service charges, facsimile
transmission and postage charges are reimbursable at actual cost.
All requests for payment of expenses shall be accompanied by appropriate backup information.
Any expense shall be approved in advance by the CITY’s project manager. Under this
contract amendment there are no planned reimbursable expenses.
ADDITIONAL SERVICES
The CONSULTANT shall provide additional services only by advanced, written authorization
from the CITY. The CONSULTANT, at the CITY’s project manager’s request, shall submit a
detailed written proposal including a description of the scope of services, schedule, level of
effort, and CONSULTANT’s proposed maximum compensation, including reimbursable
expenses, for such services based on the rates set forth in Exhibit C-1. The additional
services scope, schedule and maximum compensation shall be negotiated and agreed to in
writing by the CITY’s Project Manager and CONSULTANT prior to commencement of the
services. Payment for additional services is subject to all requirements and restrictions in this
Agreement.
DocuSign Envelope ID: CBFDD2CE-9C6F-4A02-B33E-4A2AA4B79B80